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Policy Level Expense Rules
Comments
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Hi @Kenpachi - do you mind going to page 1 of this Idea, and adding your vote at the top?
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Yes, please add this feature. I will have to go in and manually add basic rules for each employee.
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Hi @nhoffman94_tob not sure if you saw that note above, but if you are in support of this Idea, please don't forget to vote on it - the votes are what we use to gauge popularity.
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This is a great idea. -- Not encouraged seeing it was mentioned January of 2018. Looks like it is time to shop around.
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Definitely looking to be able to set rules at policy level to reduce the amount of merchant mis-matches and the hundreds of transactions that we have ending up in Expensify Credit Card Misc. Our submitters don't have access to Xero to check what the exact merchant match needs to be.
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I'd like a rule that simplified vendors with wildcard options (anything containing %amazon% or %amzn% defaults to AMAZON). For instance, Google *xxxxxxx, I don't care about the "order number" or whatever that identifier is--detail I need--if ever, is on the receipt. Or, AMZN , AMAZON.COM*xxxxxxx -- I just want that to roll up to AMAZON, GOOGLE, MCDONALDS (don't care about which franchise it is). Would be awesome to be able to standardize Vendors a little bit.
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It's a little disappointing to see that this thread was started nearly three years ago but hasn't been implemented yet. But, I'll throw my thought on here since that's what I was instructed to do:
I would love to see the ability to make Description a required field on the Expense Report level. I just had to spend about six hours editing each Category in each of our Policies so that Description is now required. It's too late to save any time for me, but it would be great if that could be changed in the future.
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Please create rules for the policy level!!!
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Hi @WendyK
Do you mind going to page 1 of this Idea, and adding your vote at the top? 😁
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The answer to Credit Card Misc is the automatic creation of a new vendor using the merchant name if Expensify can't match, but the answer is also allowing rules to be pushed out to the entire policy. i.e., all merchant names that contain, Marriott, post to Marriott Vendor in the accounting system. I would venture to say most would rather the rules option, because setting up new vendors automatically means we have to review our listing of vendors each month to look for duplicates. Whereas if the transaction posts to Credit Card Misc you always know a vendor set up is missing. The volume of transactions that post to Credit card Misc should decrease with the ability to address this scenario with rules that apply to the entire policy.
Setting rules at the user level is a feature most users won't use. Takes too much time and doesn't seem relevant to them if they aren't the ones working behind the scenes on the books. So for smaller companies or self-employed, they would set up rules at the user level, but larger companies need the ability to set up policy wide rules that apply to everyone.
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Any updates on this? It would be great to have.
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Not yet sorry @NataliaE - it's definitely still on the 'radar'.
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I would set rules for my employees to change merchant names to match the list of vendor names in quickbooks so when Expensify syncs with QB and the spelling and capitalization of the name doesn't exactly match, the expenses don't load with the vendor name, "Credit Card Miscellaneous". It's tedious and time consuming for everyone to keep up on this. Their time is better spent on billable hours. One rule example is to change merchant name containing "amzn2345" to Amazon.com.
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Not being able to set Expense Rules at the Policy level, particularly for vendor names, is a huge setback in our integration with QuickBooks Online. We are a growing company with the number of Expensify users multiplying quickly. It's simply not feasible to set the Expense Rules at the user level. In addition to the previous comments, I would like to add that the lack of this feature makes the Vendor reporting in QBO unusable.
